COW Minutes 2007 06-19-07 APPROVED AS CORRECTED 7/24/07
Economic Development Committee
Public Works Committee
Committee of the Whole
Tuesday, June 19, 2007, 7:00 p.m.
City Council Chambers
In Attendance:
Guests
Cam: Laura Haake
Valerie Burd — Mayor Brian Schumaker
Arden Plocher — Alderman Jack F. Zausa
Jason Leslie — Alderman Charles Kraupres
Wally Werderich — Alderman Joe Popp
Robyn Sutcliff — Alderwoman Carol Foster
Rose Spears — Alderwoman Louise Easton
Gary Golinski — Alderman Darrel Zarat
Joe Besco — Alderman Ed LeCompte
Marty Munns — Alderman (arrived 7:20) Scott Sleezer
Mike Roth — City Attorney Sara Jo Fisher
William Powell — Treasurer Bob Fisher
Bart Olson — Assistant City Rita Kleefisch .
Administrator Tom Gilmour
Gloria Spies — Comm. Relations Officer Vince Rosanoua
Joe Wywrot — City Engineer Richard Marciuioh
Travis Miller — Community Dave Waden
Development Director Rich Guerard
David Mogal - Director of Parks and Debbie Horaz
Recreation Jeff Martin
Bill Dettmer — Building Inspector
Barb Dettmer — Code Official
Meeting called to order by Mayor Valerie Burd at 7:03 pm.
Public Hearing:
None
Presentation:
1. Shamrock Farms — Concept Plan
Jeff Martin land planner with Teska Associates shows a conceptual site plan of
Shamrock Farms. Mr. Martin shows the subject site is between Walker and Caton
Farm Roads. It is about 128 acres. Martins explain that one of the things he is trying
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to do here is to create a neighborhood with a real sense of place and goes onto explain
the subject site. He explains that along RT 47 there are about fifteen acres of
neighborhood retail. Mr. Martin notes that Travis Miller said he would like to see
some kind of frontage road that runs all the way down Caton Farm Road to Walker
Road; on the left side of that frontage road there is about 200 feet of depth and those
are going to be outlots in that area. Right now Martin states they are about' /2 acre in
size and we're calling it out as nine outlots. Martin also notes that there is a regional
bike trailway along Rt. 47.
Mr. Martin explains the other portion of the retail neighborhood which would be the
eastern side. There will be the area that serves the neighborhood such as coffee shops,
dry cleaners, and things of that scale. These buildings are about 70 — 80 feet in depth.
Martin states that they have tried to put some of the parking in front of the store. He
knows clients like that and retailers like that as well however Mr. Martin states that he
knows that the village encourages parking behind the building. Martin has tried to put
a third of the parking behind the building.
Mr. Martin points out the boulevard that actually puts us back into the residential
development. Mr. Martin states that the boulevard provides a strong visual sideline
and it also allows for you to drive down it or walk down it. Again that's in the retail
area. There is a total of 15 acres and the total square footage in Martin's building
alone is 96 thousand feet. Parking for that is a ratio of 3:3 cars per thousand square
feet.
Moving to the northeast side, Mr. Martin points out, you can see a change in density
of the homes. This is more of a commercial area. Martin has a vision of row homes
products. Total residential area is 113 acres and total row homes are 231 units. He
would put an alley behind the row homes and the reason for that is to avoid pulling
out on a street and seeing nothing but garage door after garage door. He realizes that
this will be a public works issue but Martin's vision is having a real traditional
neighborhood feel.
Next Martin touches on the duplex units. Total duplex units would be eighty- eight.
Martin touches on the ten thousand square foot single family products. Total count on
those is forty-four units. Final product they have is the twelve thousand square foot
lot that incurs up where Penman Road will eventually come down. The vision is to
have parks and great little common areas. The total unit count is 396 units; that puts
us at a density of 3.5 units per acre which is the maximum.
Martin explains the one neat environmental feature that they have on the side there
are plans for a drainage swale that will run through the North West corner. To
preserve natural lands Martin brings up to the client that they might want to get into
bio- swales and make that a real amenity to the neighborhood.
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Jason Leslie states that he has a problem with the density. Leslie is worried about the
impact of the number of people on our schools. He states that the quality of life is
very important.
Mr. Martin explains that he understands there is a high density but that he is trying to
provide something unique. Martin states that his client did have a meeting with the
park district and they want to have it consolidated by the park somewhere.
Alderwoman Rose Spears asks if they have presented this to the Army Corps of
Engineers and Mr. Martin says they have not. Ms. Spears said she had a problem
with that and with the garages in the alley. Spears' believes that is a fire safety issue
and that it would be a public safety issue as well. Spears is not in a favor of this and
feels that this is what people got away from in the city of Chicago and claims people
won't want this. Spears' feels that the council really needs to be taking a look at
density; stating that we want areas of low density, and not necessarily for a trade off
for green space.
Alderman Wally Werderich asks about the thought process regarding bringing 10
thousand square foot lots. Mr. Martin says a healthy neighborhood has a lot of
diversity to it. As a planer he likes to see about eight thousand to twenty thousand
square feet per lot.
Alderman Werderich asks about the bio- Swale. Mr. Martin explains that it is a natural
way to deal with storm water. For the last fifty years developers have been digging
holes where storm water is piped into it and it works for awhile then it goes out
another pipe. He explains that is not nature's way of doing that but the natural way is
through the swale whereas a bio -swale enhances that in turn allowing the rain water
to flow into the swale through the plants and native plants instead of having it piped
somewhere down the stream and being absorbed into the ground water. It will take
quite a bit of engineering to do this however. Mr. Martin is hoping, after talking to the
park district, that they could engineer this in the north east corner to be able to
preserve the swale and provide a park space.
Alderwoman Spears wants a wildlife corridor but feels there is no more wildlife. It
will be hard to find wild life. Spears' brings up the Army Corps of Engineers and
asks if they will be contacted. Mr. Martin says that right now this is a concept plan
and that would be for the engineering phase. They need to determine if this is a
jurisdictional wetland or wetland area and then the Army Corps of Engineers would
come into play. Not sure if the jurisdiction would fall under the Army Force of
Engineers or fall under municipalities ordinances. Martin says it's not something they
expect at this stage. Ms. Spears asks why this isn't done before and Travis Miller
states that it is premature at the property level. It would take months to gather the
information and Miller states that they want the council's vision first before they
spend the time.
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Alderman Gary Golinski brings up the fact that he wants more single family homes.
Golinski wants to be in the middle range and that there is no reason to be at the max
number of square feet. Alderwoman Robyn Sutcliff likes the plan but also has a
problem with the density and we should really stop cramming houses where we can.
There is no guarantee what kind of houses are going up and Ms. Sutcliff brings up
price point. We should have something in our agreement that would require some
nice houses structure wise.
Alderman Jason Leslie states he has a problem with density and the number of
attached units. Leslie states at with 231 row homes, 88 duplexes, and 44 units at ten
thousand, 33 units at twelve thousand are incredibly misleading. He would like to
know the density of the row homes. He wants a break out of density of the homes.
Major Valerie Burd would like to see office usage in these spaces. Burd would like to
see that as a possibility. Burd states that you don't always need town homes backing
up to commercial but that people will buy.
Alderman Arden Plocher notes that he is against combining two commons areas into
one big one; he likes the two spaces. He would like to see more single family homes.
Plocher thinks that we should stick to our minimum of 12 thousand square foot lots.
Plocher would like to see more parks or perhaps a baseball field in open spaces up in
the north east corner and knock some of those row homes out of the plan.
Alderwoman Spears concludes that they would like to see larger lots and more green
space.
2. Hearthwood Farm — Concept Plan
Brian Schumaker with Wendler Engineering Services represents Hearthwood homes
concept plan. Mr. Schumaker presents that they are looking at single family homes.
They are located south of RT 30 and north of Galena on the west side of the road.
There are 186 family units and a total of 196 town homes. A Mr. Schumaker point
out there is only one entrance off of Dickson Road and a second entrance should be
provided. Mr. Schumacher explains that he is here to get the Cities comments.
Alderwoman Rose Spears brings up her concerns on the density. Ms. Spears states
that she would like to keep the City standards and to see a reduction of homes. Ms.
Spears also brings up the fact that everything is being squared off. She would like to
see more green space. Currently the proposed density is 3.9 units per acre and
suburban neighborhood recommendation is 1.50 — 2.25 units per acre.
Alderman Jason Leslie also brings up the fact that the pre -plan is a bad layout. Mr.
Leslie states its way off from the lot size and layout for what we as the City wants.
Alderman Arden Plocher states that he agrees with Alderman Leslie that this needs to
be taken back to the drawing board and that we take a pride in our cities uniqueness.
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Travis Miller states that the purpose of this is to bring the concept forward. Mr. Miller
states that prior to EDC presentations, petitioner has presented to the Park Board and
the Plan Commission. Following gathering of input, petitioner can apply for
annexation and zoning of property and this will more than likely proceed as a
Concept PUD. Mr. Miller notes that the zoning issues were purposed as two different
products
Alderwoman Spears concludes with that they'd like to see larger lots and more green
space.
3. GIS Presentation
Greg Webber the JS Coordinator is here to give the GIS Presentation. Mr. Webber
shows slideshow and states you can view this at: httl): / /vorkville2is.com
He states that the website is still being developed and goes over some features of the
site. For example there is a help file to answer questions. There are viewer FAQ's.
There are many different layers you can access to view zoning wards. High speed
internet is recommended because of the amount of data being displayed. There is a
quick search that allows you to do a quick search on street, addresses, or businesses.
Mr. Webber shows the web browser and show that the upper left hand corner there
are five different tabs that shows viewer help and describes each of the tools and
options in browser.
Mr. Webber states that with the aerial photography he wants to repeat the flights
every two to three years to keep up an actual count on buildings.
Mr. Webber asks if anyone has questions to please contact him.
Alderman Jason Leslie states that this is a great tool for Alderman to track certain
developments on charts and do cross studies. Mr. Leslie wants to know if you will be
able to click on an area and view annexation on communities. Webber states that he
hopes in the near future that he will have all annexation agreements entered into the
database. Mr. Leslie asks about GEO reference. Mr. Webber states that a lot of
developers now are using GPS to obtain their points and parcel boundaries. Webber
notes that it would be a lot more accurate if they all did. Leslie wants to see this as a
requirement because it would be more accurate.
Travis Miller states that they could change the application to make it a requirement
such as GEO referencing. However a lot of small developers and individual
homeowners have no access to scanners to do so but we could give them the option to
out source to get it done or we would have it done for them.
Economic Development Committee:
1. EDC 2007 -21 Building Permit Report for May 2007
2. PC 2007 -16 Yorkville Crossing Unit 1 (Wal -Mart) — Final Plat
Alderman Jason Leslie states EDC #1 building permit reports is pretty self
explanatory. Mr. Leslie asks if there are any questions or comments. None made.
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3. EDC 2007 -22 Yorkville Market Square PUD Amendment
Alderman Jason Leslie states that this is a request to amend a setback on lot three
of Yorkville Market Square from 20 feet to 15 feet. The amendment requires
amending the current PUD agreement. Mr. Leslie states it would be the lot
directly north of the Panera.
Mr. Leslie did have one question in terms of the set back. Leslie wants to know if
that is for additional expansion of the building. Travis Miller said it is not and it is
to accommodate a building is to propose the shifted of entrance slightly to the
south in order to accommodate parking. The set back was three feet and that is a
zoning classification. Mr. Miller states that they typically use a zoning
classification as a guide in determining the set backs. This does not interfere with
the five foot buffer guards.
No additional uestions or comments. Alderman Leslie states we will put this on
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to consent.
4. PC 2007 -17 Wynstone Townhomes —Restated and Amended Annexation
Agreement
Rich Guerard with Wyndham Deerpoint on behalf of the owner and developer of
the property presents the fifty -six town home project to be approved. Mr. Guerard
gives a quick history on what they are proposing. He states that this property was
brought in and approved in 2004 by the plan commission and board. There is the
same amount of units and base type of product. The main difference that has
happened has to do with the access. The board in 2005 strongly suggested to us
that in our plan that through the concept plan this access from 47 was not part of
the plan. They suggested that we work on a plan that would include an access
onto Route 47. It was a two year process to get that access approved but it has
produced a superior delay on the plan as far as safety. Mr. Guerard notes that now
what is being proposed and what the planning commission recommended is that
they now have to have a written agreement for a permeate access and they have
worked with IDOT on Route 47 that this will now be a controlled light
intersection. So now the property will have access with a controlled light and the
access to the north through the existing subdivision has been eliminated.
The other thing that is happening is there is a private road between subdivisions
and we agreed that we would be building a connection however it will be showing
as an emergency access at this time.
Mr. Guerard states they've agreed, under the amended agreement that we have an
updated design standard of the City, to update the architecture. Mr. Guerard
passes out pictures of what they've built in Elgin to show Council the differences
in the architecture. He explains these are upscale units and they are an average
size of a unit of a finished space is 1951 square feet. Each unit will be meeting or
exceeding all design standards they currently have. There is brick all the way
around the units; they all have two car garages and extensive parking.
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Mr. Guerard stattes that this has been thought the Planning commission and the
plan was approved and he would like to know if there any questions.
Alderman Joe Besco asks about the heavily density areas of trees. Mr. Guerard
states that there is a large area of trees that will remain protected along the edges.
The dry retention area will not be stripped.
Travis Miller state there's a staff recommendation for a tree survey. Mr. Miller
states that the latest update with the landscape ordinance 2006 136 is the latest
update to the tree survey language. It states that a tree survey with a 4" caliper
size and larger identified will be preserved and there is a planting plan being
prepared where some new trees will need to be replanted.
Mayor Valerie Burd asks wants to know if they are just going in to clear cut the
trees or are they going to try and sculpt around the buildings on the outer edges.
Mr. Guerard says they are going to try and preserve the trees because they are
valuable. He says the drainage is a big issue. So some of the grading issues are
going to end up loosing the trees but at the extent we can keep trees they want to.
Due to the change of routing at the north they will be keeping a large area of trees
that they thought were once going to have to be removed. Alderman Joe Besco
wants to know at some point in the tree survey if there are valuable trees if
buildings could be moved around to different areas to preserve them. Mr.
Guerard states that that they asked in the annexation agreement there is a list of
potential variances to allow the moving of porches and buildings to save trees.
Alderwoman Rose Spears has a concern over some drainage issues and wants to
know if there will be a detention provided to help with the problems. Alderwoman
Spears states that she spoke with some property owners who experienced
flooding. Mr. Guerard says that they will follow the City's new ordinances. All
engineers will be reviewing and designing this and after the build they will be
helping the drainage issues and not harming it.
Alderman Marty Munns asks if the garages in the back are like a court yard
setting and Mr. Guerard says yes. Mr. Guerard points out the articulation of the
back yards and points out that there will be balconies all the way across and brick
across the bottom. They also back up to each other so when you drive by them
you don't see any garages. There are 284 parking spaces for 56 town homes.
Alderman Jason Leslie has a concern over the density. He feels it is a huge issue
and that going forward we need design standards put in place. He states there has
been a reduction on fees of 64 to 54 units however we're still at 5.6. Mr. Leslie
would like to know if there could still be a reduction in homes. Mr. Guerard said
that they are going to go ahead with the current fee schedule and that is off the
table right now. They are not looking at the reduction of the fees. Mr. Guerard
feels that they are offering a lot of good things to the City. He feels that they want
to go the epic mile and what they want to do with town homes is not going to cost
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the City anything. Mr. Guerard states that they are putting up product that will be
helping all the surrounding properties as far as the value of the product. He feels
they are bringing a lot of good things and they need some help to do that.
5. PC 2007 -13 Yorkville Congregational Church —Variance Request to Allow
Electronic Message Board
Darrel Zarate representing the Yorkville Congregational Church is here to request
variance to allow an electric message board to replace an existing wood sign. Mr.
Zarate states that they want to replace their own wood sign with an electronic
message board sign with a lit up sign above that will be contained in the stone
work around the existing one. The electronic part will be the other sign with their
name on it. It will be 2" X 6" X 8" and the electronic message board will be 2" X
4" X 8 ". Mr. Zarate says he went before the zoning board and they had three
recommendations and those were:
1. The sign will not be illuminated between the hours of 10:00 PM and
6:00 AM.
2. Allow the message board to display up to two separate messages in
any given day, and
3. No animated or scrolling messages are allowed to be displayed.
Mr. Zarate says the sign is programmable and all that can be controlled and right
now the sign faces the south east corner lot at Country Parkway.
Alderman Joe Besco is concerned that the message board is LED and it is very
bright. He doesn't want calls from residents stating that it's too bright and
secondly the intersection at Center Parkway and Countryside Parkway people are
running stop signs and if they have something else to focus on he's concerned
there will be accidents. Alderwoman Rose Spears also feels that people will be
running the stop signs at that corner and it is very dangerous. Ms. Spears spoke to
the Police Chief and he said that is a public safety issue if we are distracting
people driving. In defense Mr. Zarate explains that the sign is a fair distance off
the street. He states it is 18 feet off the sidewalk and another 15 feet with the stone
base. Ms. Spears states due to the public safety issues her vote would be no.
Alderman Marry Munns said that they recently turned down a business due to the
brightness of the sign. Mr. Munns also brings the fact he understands that they are
trying to get a message out to the public however he knows of a church in
Oswego that has a sign that it is in not illuminated which they change the message
on every day and he has no problem reading it as he's driving by.
Alderman Robyn Sutcliff asks Mr. Zarate if he has asked his neighbors about the
sign to see how they feel about it. Mr. Zarate said they did send out certified
letters letting them know the procedure. He states that they could talk to the
neighbors face to face however. He also states that he spoke with a representative
of the sign company and he said that a lot of towns and villages are allowing
churches and schools to use these types of signs. Mr. Zarate asked for more
information on which ones are doing that and states that the representative has not
gotten back to him on that.
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Mayor Valerie Burd states that we don't have jurisdiction over schools so we
can't compare school districts. In certain respects schools are immune from local
government control says City Attorney, Mike Roth. Typically in regards to sings
however they are required to comply with zoning.
Building inspector Bill Dettmer stated that electronic signs are a violation of our
sign ordinance that's why they went to the zoning board for an appeal.
In conclusion: Alderman Gary Golinski thinks that what Mr. Zarate is proposing
is tacky and that they should stick with the wood sign. Alderman Joe Besco notes
that this is a drastic shift in the road at that intersection and he's worried with any
other distraction at that corner they'll have people driving off the road.
Alderwoman Spears feels that it is dangerous too and states if it were on any other
corner she would consider. Mayor Valerie Burd would like the Council to not
consider it ever because we are trying to get rid of these types of signs so why we
would consider putting one in? Mayor Burd says she would hope in moving
forward that we would take a look at our signs and even make the sign ordinances
more astringent to try to get rid of some of these really tall sings to make them
less intrusive.
Alderman Leslie states that we have a consensus and we will move it onto vote on
Tuesday.
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Alderman Jason Leslie states that Saratoga homes is requesting that an off -site
residential marketing sign be located closer than the required one - quarter mile
separation from another off -site residential marketing sign and they are also
requesting the increase the maximum allowable size for an off -site marketing sign
from 64 square feet to 128 square feet. Mr. Leslie states that the court of appeals
has recommended remaining at 64 square feet for allowance of the placement in
the one quarter mile radius.
Alderwoman Rose Spears shares the concern over having a sign twice as large.
Alderman Joe Besco feels we should stick to our guns with the size.
Nick (no last name) with the department of Cloud Sign Company representing
Saratoga Homes states that on the corner there are three signs. The first one being
approximately 160 feet to the North of Corneal on the east side of 47. All three of
the signs fall right inline within the setback requirements and they are
approximately 35 feet east of 35. They would be going as far north on the
property that would be allowed within the guidelines. There would be the
Wyndam Deerpoint sign, the Pasquinelli sign, the AMG sign and we'd be further
north so it would be will within the guidelines. Nick states they would be more
than happy to fall within the 64 square foot limitations.
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Alderman Leslie asks the Council if the 64 square foot allowance sounds good
with everyone. Council's consensuses are a yes.
7. EDC 2007 -10 Visitability Code
Alderwoman Rose Spears states that there were some concerns from local
builders at a meeting they had attended. Since then she has received
correspondence regarding the ordinance and stated they did put a couple
stipulations in there and now their goal is to take that to an appeals committee.
They were going to go ahead and draft the single family homes. Ms. Spears
said if the builders had a hardship they could prove what she would like to do
is have an appeals committee similar to the sign variance committees. We
would like to have them present their appeal to their building and zoning
departments and they would review their appeal.
Alderwoman Spears states there are three major issues that need to be voted
on. Assistant City Administrator, Bart Olson states the three major policy
issues that are outstanding in regards to the ordinance are in the packet and
have been brought up by builders. Mr. Olson notes the first is the requirement
of an electrical panel as proposed before that is the newest setback.
Community Development Director, Travis Miller, states that as a result as the
discussion we just don't know if this has been discussed in depth so that's
why we are bringing it up. Mr. Miller states that in the proposal it states that
the electrical box is required to be on the no -step floor and the original
thought was that it was going to be lower than what the original code required
so that someone in the wheelchair would be able to reach out and touch the
switches. Mr. Miller states that the electrical panel cannot be moved lower due
to certain building codes stating that the electrical panel has to be a certain
distance from the floor. Mr. Miller's staff thought that if they had to get rid of
the lower requirements why not present the idea that those in wheel chairs
could use a reaching device if it were on the first floor rather than the
basement floor. Ms. Spears is concerned that the handicap people would not
be able to reach the electrical box if it were in the basement.
Alderman Jason Leslie states that the determinations between a visibility code
and a livability code this is visibility as drafted in someone coming into visit
to visit your home is probably not be or have access to the fuse box. Alderman
Leslie wants to make sure that they are drafting a visibility code and not a
livability code. Alderwoman Spears clarifies that it is not for people visiting it
will be people currently in their homes or for people who will be purchasing
homes. Ms. Spear's states that people down the road will need to have special
procedures and different items in their homes so they can stay in their homes.
Mayor Valerie Burd believes that what Alderman Leslie is saying is we need
to change the name of the ordinance to livability instead of visibility. Ms.
Spears says they will change the name of it.
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Alderman Marry Munns asks why they can't move the fuse box from the
basement to say the mud room where the washer and dryer are. Mr. Munns
asks why you wouldn't put one there because it only makes sense. City
Engineer, Joe Wywrot, says yes it does make sense and that they use to build
houses like that then the builders moved it down to the basement for their
convenience. Mr. Dettmer says it can be done and Alderman Arden Plocher
agrees with Mr. Munns.
Alderman Leslie says that there is some work to be done and there is a very
good policy underway. Ms. Spears says that Chicago, Bolingbrook, Rockford
and even our surrounding communities, Montgomery and Sugar Grove has
expressed strong interest in this. Ms. Spears said that she is going to present
our Council meeting as well as the builders to each of our surrounding
communities. Spears notes that quite a few trustees and presidents have
indicated a strong interest and they feel the need and they feel that if all their
communities could be on the same page as this we won't have builders saying
that I'm not going to build in this community I'm going to go build next door.
Ms. Spears says that AMG had some legitimate concerns and they are known
for sunken type family rooms. As far as no step, if AMG could prove a
hardship such as if people come in and said they wanted their homes built a
certain way and they couldn't do it and they loose out on the sale then that
would be a hardship.
Alderman Leslie believes that we need the appeals process because he feels
the policy is very astringent. Leslie feels that the appeals process really needs
to be hard and stead fast and will be a good measure. Mr. Munns states that
we are getting too restrictive for government and overstepping our boundaries
but we are looking at other things for the overall safety of our community.
Alderman Besco agrees with Alderman Leslie agrees and believes that people
should be able to build their dream homes how they want as long as they meet
building codes.
Ms. Spears wants to go ahead and put the appeals process in place and decide
who will be sitting on the appeals committee.
Alderman Leslie believes Spears has great intentions but would like to build
up to it. Leslie believes it needs to be more thought out and it too premature to
go forward with it.
Bart Olson states there are two more policy issues however at this point to
save some time, Alderman Spears' recommendation and the staffs
recommendations will be directed to Travis to discuss at the next meeting.
The third policy issue is the qualifications of the board members that are
going to be a partially arbitrary number could be any number and the
qualifications will likely in turn be pretty standard and not be any huge policy
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issues. Mr. Olson asks the staff to draft up a zoning board of appeals to take
on five people for the term of two to four years and present that to the next
COW meeting.
Alderman Leslie concludes with revisiting this on July 3rd for special City
Council Request. No action at this time.
Public Works Committee:
1. P 2007 -83 Water Department Report for March 2007
Alderman Joe Besco states this is a change in the amount of $2,055.95 is for
placing erosion and sediment control measures at the upstream end of the
outfall sewer. No questions rose.
2. P 2007 -84 Water Department Report for April 2007
Alderman Joe Besco states this along with the report for March there are no
questions moved it onto to consent.
3. P 2007 -85 Raymond Storm Sewer Outfall — Change Order 94
Alderman Joe Besco states this is a change order in the amount of $2,055.95
to replace erosion and sediment control measures at the upstream end of the
outfall sewer. No questions rose so consent it is.
4. PW 2007 -86 In -Town Road Program (Phase 2 Utilities) —Change Order #1
Alderman Joe Besco states this is a change order for replacing a section of
sanitary sewer on Heustis Street between Van Emmon and Fox Streets. The
cost of the work is $37,122.73. A question is raised if it is has been budgeted.
Travis Miller states that it is in the budget. No other questions rose so consent
it is.
5. P 200 7-8 7 Kendall Marketplace — IDOT Letter of Understanding for Rt. 34
Improvements
Travis Miller states that this is a standard letter. The City is basically in
agreement with the permit. Alderman Joe Besco asks for any questions, with
none rose it is moved to consent.
6 PW 2007 -88 U 34 & Sycamore Road Traffic Signal — Design Proposal and
MFT Resolution
Alderman Joe Besco explains the proposal of the US 34 & Sycamore Road
traffic signal — design proposal and MFT resolution. Alderman Besco reads
that we have two options. One - proceed with construction of a traffic signal
for the existing 3- legged intersection with no changes to the pavement
geometry. Construction of the signal would probably occur over this coming
fall and winter. This traffic signal would be replaced with a new traffic signal
for a 4- legged intersection when Rob Roy Falls constructs the north leg. Two -
we have the option to enter into an agreement with the Rob Roy Falls
developer to construct a traffic signal for a 4- legged intersection at this time.
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The Rob Roy Falls developer would proceed immediately with preparation of
a new IDS and traffic signal design. The City would contribute the funds that
it would have spent on the 3- legged signal toward this ultimate signal.
Travis Miller states that the first option of the 3- legged intersection has been
approved by IDS (Intersection Design Study) and we can move forward with
this option immediately. Option number two we have received a concept plan
from the developer. Mr. Miller explains that to create a 4- legged intersection
we would have to relocate the 3- legged plan. He states they will negotiate for
this plan however there is no guarantee in the timing and its annexation. The
physical terms and solutions could take up to five to ten years.
Alderman Jason Leslie asks if there is any chance of the developers funding
the 4- legged plan. Mr. Miller states that the 4 -leg would be more money and
be improvements responsible by the developers.
Alderman Marty Munns would like to know if we contracted the engineering
study for twenty -nine thousand out to who ever it is how long would that take.
Mr. Miller states that it will take a couple months. Mr. Munns would like
more accurate dates on when construction can be done. He would like better
goals to be set.
Mayor Valarie Burd states that she heard from upset residents in Ward Three
they were under the impression that this was suppose to be done in May.
Residents said they read it in the paper. Mayor Burd wants to know why they
were under that impression. Mr. Munns states that what residents read in the
paper was the money to approve the light was in May's budget and not that it
was actually going to be completed in May. He feels that's why residents
might have been confused.
Mayor Burd wants to know while we are conducting this study if a temporary
light could be put up while we are moving forward with the other planning.
Travis Miller said IDOT approved a temporary light for twelve months. Mr.
Miller said they would have to find out how quickly it could be put up. Ms.
Burd wants to go ahead with that as soon as possible.
Alderman Besco wants to know the cost. Mr. Miller said it would be shy of
thirty thousand dollars. Mr. Munns feels that a 3 -leg light needs to be put up
and then see what the study says. He says that we will save someone's life or
wellbeing if we get lights put up. Mr. Munns brings up the fact that Rob Roy
Falls would make a study on the 4 -leg it would take them up to four to eight
months. So if it's taken two years to get to this point with this light if we
waited for that it will be at least four or five years and that is unacceptable.
The intersection is too dangerous not to have lights.
Tony Graff with Rob Roy Falls presents: Mr. Graff explains in regards to the
IDS 4- legged study he believes that it won't take twelve to eighteen months if
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we have an agreement with the City that will recognize that if we do the 4-
legged study that ultimately that annexation gets through those funds will be
credited toward any type of fee that would be allocated toward constructing
the 4- legged intersection in the future. They could start the IDS study
claiming some take 90 to 100 days and they report that to IDOT. IDOT will
normally respond in 60 days to an IDS study so we're looking at a possible six
months for the IDS study to be approved by IDOT and worst case 9 months.
Alderwoman Robyn Sutcliff brings up the fact that all this will take nine
months however there are other things that will need to be done and this will
put us outside our twelve month window for our temporary light. Ms. Sutcliff
wants to know if we talked to IDOT to extend this window. Mr. Miller said
yes and that IDOT refused. They would have to issue a new permit to allow us
to put it back up. He feels the ideas are reasonable he just suggest to the
council that then rather strike a deal from the daises here that you give a little
thought to it and understand what it is that he's asking for, what kind of
credits he's looking for, what kind of value of a twelve month temporary
would be and then with that taken into consideration take a direction.
Ms. Spears wants to know if they would have to do another traffic study
because they did one a year ago. Mr. Graff said no they would just need the
IDS study.
Mayor Burd summarizes what Mr. Graff is proposing. Burd explains that we
should put up a temporary light and in the mean time work on this agreement
with him and if that doesn't happen then we'll consider moving forward with
the 3- legged light because we'll still have time for that. Mayor Burd state that
we've decided we want to put up the temporary light. She wants to ask for that
consensus.
7. PW 2007 -89 Rush - Copley Temporary Easement Agreement
Travis Miller reviewed this and it is a temporary easement agreement for
Rush - Copley. Staff request Rush - Copley to include the area to be used for
storm water management for Phase 1 to ensure the City can access and
intervene in the event this storm water management area fails.
Mr. Miller states that agreement in the packet tonight will be changing. Rush -
Copley has identified some changes and they will be providing some
additional insurance provisions.
Alderman Besco asks for any questions, with none rose it is moved onto
consent.
8. P 2007 -90 Raging Waves Letter of Credit Release
Alderman Joe Besco reads recommendation as follows: the Valley
Community Bank Letter of Credit #14368 in the amount of $551,106.09 be
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released. Comerica Bank Letter of Credit #628335 -04 in the amount of
$1,642,844.00 covers the same work items plus others. Travis Miller states
that this is a duplicate request.
Mr. Besco asks for any questions, with none rose it is moved onto consent.
9. PW 2007 -91 Fox Hill Unit 7 — Letter of Credit Reduction 43
Alderman Joe Besco states that this reduction is based on work completed to
date. Recommend a reduction in the amount of $15,45 8.21. The remaining
amount of the letter of credit would be $218,844.29. Travis Miller notes that
the City has requested the developers to install a gravel drive way to the lift
station. The City council may wish to make this letter of credit reduction
contingent upon completing those work items. Alderman Marty Munns asks
where the lift station would be and Mr. Miller believes it will be on the far
west end of Fox Hill west of the creek. City Attorney, Mike Roth states that
he will talk this over with Mr. Miller and get back to the Council. Alderman
Besco says it is subject for approval and we will put it back on the agenda.
10. P 2007 -92 Grande Reserve Unit 19 — Letter of Credit Expiration
Alderman Joe Besco states that we have been notified that the landscaping
letter of credit will expire on September 14, 2007. This letter of credit is in the
amount of $33,003.30. Alderman Besco asks for any questions, with none
rose it is moved onto consent.
11. PW 2007 -93 Gawne Lane Watermain & Roadway Improvements — Bid Results
Alderman Joe Besco states that Bish Excavating Company has been awarded
the bid in the amount of $253,220.50. Alderman Besco asks for any questions,
with none rose it is moved onto consent.
Detail Board Report (Bill List):
Moved to City Council agenda.
Park Board:
1. PKBD 2007 -12 Parks and Recreation Master Plan Update — Trails
David Mogal, Director of Parks and Recreation, notes that Scott Sleezer and
Laura Haake have been working very hard on master plan. Laura Haake
presents slides of Yorkville Trail Plan. Ms. Haake explains that the new maps
shows a more conceptual plan that will help developers locate the trail
connections and what side of the road they are actually on, as stated that has
been one of the problems before. The new trail maps show the existing trails
and the proposed trials. Ms. Haake said their main goal was in determining in
where trails should link and in establishing links to many neighborhoods of
Yorkville to retail, downtown, parks, health complexes, neighboring
communities, regional trail systems, as well as to each other.
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Ms. Haake explains that they created a ledged on the map and divided it into
four quadrants. Ms. Haake talks about the northwest quadrant stating that they
would like to connect the Fox Valley Park District and the Montgomery trail
systems and states that once we access those trails we can actually put them
onto trails that lead to WI or IA.
Ms. Haake explains in the northwest quadrant we have several large projects
however Broadway Creek Trail has been secured in the annexation agreement.
The Broadway Creek Trail crosses the rail road tracks and Haake states that
she and Scott Sleezer thought about linking it to the Beecher Road
improvement going across the track and running off onto Route 34 trails.
Ms. Haake explains that in the southwest quadrant that there is a Fox River
Corridor Trail and states it will connect through Hoover to the Fox River
Trial. Ms. Haake points out the highlighted area on the left hand side of this
quadrant shows trails that have not been built yet because the construction of
development has not been done yet however they are regional trails. Also
Haake points out that in this section trails south will be running school
connections and development connections.
Next Ms. Haake explains that they have contacted Railnet in regards to the
southeast section to discuss the trail connection along their property and from
downtown to Route 71. Haake explains that they are currently waiting to hear
back from them however they are showing connections to Oswego, Plainfield,
Joliet, and Morris through regional trails.
Ms. Haake states they have started planning a trail from downtown to Route
47 in terms of planning and applications. Haake explains that their future
direction is to hold meetings with the neighboring municipalities and actually
create a concept of where these trails are going to go even before the
boundaries are necessarily agreed upon. So we in the planning are in looking
at these trails will have a sort of guide to use.
Mayor Valerie Burd states that we're totally off from where we thought we
were going to be as discussed eight years ago. Mayor Burd said the whole
goal was to get a trail from Oswego to Yorkville to Silver Springs and there is
a section that we can't get through now because people on the north side of
the river don't want it. We shouldn't bypass our downtown area we want that
to be the hub. Mayor Burd states that she is very disappointed because eight
years ago they had a vision and she feels somehow they've gotten out of the
loop here. Burd notes that we're connecting ourselves to communities that are
much further along with their regional plan than we are. Burd believes by
putting in bike trails they were provided by a developer, that was great,
however by doing that we lost the global division we should have had. We
now have all these little pieces and now we're trying to connect them.
Ms. Haake asks the Council if anyone has any suggestions to please contact
her or Scoot Sleezer. Alderman Wally Werderich states that he likes the plan
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and he loves the bike trails. Werderich would like to see the bike trails to lead
downtown rather from just subdivision to subdivision and be more than plan B
side walks. He would like to ride his bike down Route 47 into downtown
safely.
Mayor Valerie Burd had records pulled from IDOT 2005's request for a bike
trail under the Fox River Bridge. Mayor Burd would like that to be revisited
because it would help us get over Route 47.
2. PKBD 2007 -13 Grande Reserve Park "A " Conceptual Design
David Mogal, Director of Parks and Recreation, presents the idea for a special
build park. This is one of the nine parks that we are planning obligated to for
Grand Reserve — it is reserved right now for Grand Reserve Park A. This is
actually north of Mill Street. This particular park is fairly close to Park B
which I spoke about a couple of weeks ago which is actually south of Mill
Street which is actually in the vicinity of Bridge Park. Mogal states that some
of the characteristics of this park are that the design was done in house by
Scott Sleezer. It is going to basically be a tree house theme. There will be a
play area on one side and there will be a large multi - purpose area in the grass
on the other side which some point in time we could put in a ball park. The
plan shows a small parking lot and that is not going to be done in the first
stage and it's only being shown as a possibility at a later date. That will also
depend on what kind of activity will be installed in the park area. Basically
due to the tree house theme they would like to get some really big trees in for
immediate shade. The total budget on this park would be about 119 thousand
again emphasizing that this is a developer built park. The developers will
construct it. This is the project that will start this year and completed
sometime in the beginning of 2008.
Alderwoman Robyn Sutcliff would like to know what we are going to name
the park and suggest that we consider ideas from people submitting names.
Dave Mogal states they really haven't talked about that specifically.
3. PKBD 2007 -14 Moser Property Service Extension
David Mogal explains that the Grand Reserve gave 100% cash and currently
90 acres are being held by Corlands, an Illinois non - for - profit corporation. Mr.
Mogal explains that we can't own the land and if we did we couldn't use it for
grant purposes therefore the reason for a third party, such as Corlands to
temporarily have the title on the property.
Corland accepted the donation for a three year period for a $30,000
commitment fee and a service fee of $10,000 from MPI South, the developer
of Grande Reserve. The agreement calls for up to two one year extensions
upon mutual agreement with the City for $10,000 service fee each year. Mr.
Mogal is looking that City go ahead and do this. The idea was that the 90 days
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value of that would be used for grants that we would apply for that we could
be applied to the Hoover property.
Mogal explains that there are two options they could look at:
1. Between now and next year if the City were able to form a foundation;
a foundation could hold this land for us indefinitely. If that would not
be able to be completed by next year then
2. We would find another third party that could hold this land.
Mr. Mogal reiterates that it is very important that this land be held as a
dedicated piece.
Alderwoman Rose Spears agrees and Mayor Valerie Burd says we'll move
forward with this and moves it onto consent.
4. PKBD 2007 -15 Parks and Recreation Public Survey
David Mogal brings back to the council information on the public survey.
Mogal states that they are currently updating their master plan and one of the
components is a public survey. He noted that the last time he brought it up to
the council there was some concern over a telephone survey and he checked
with NIU` and they do mail surveys. Mogal introduces Lynn Nauvauke ( ?)
from Northern Illinois University, (NIU).
Lynn goes over the types of surveys that they do:
1. Phone — 45 telephone station research center
2. Mail
3. Web Based/Email
4. Focus Group Recruitment and moderators
Lynn notes their clients:
1. State agencies — Health, Public Policy Research
2. Libraries, Park Districts, School Districts, Community Planning
3. Corporate Clients — Employee satisfaction — Business /Organization
4. Academic research
5. Internal NIU support
Lynn discusses the survey design in that they will ultimately be partnering
with the Park and Recreation Department. They view this as a four to six
month process. They will look at budget consideration. They discuss survey
methodology to find out what is the best survey to conduct. Next they want to
make sure the questions they will use will be addressing the goals of the Park
and Recreation has set forth. Lynn states that all the research they do must
meet IRB approval, Institutional Review Board. It became that all survey that
POL conducts has met their requirements and won't hurt quote unquote
human subjects.
Lynn states that in 2003 they did a four page mail survey and they received a
response rate of 53 %.
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For the study they are currently proposing a telephone survey and this would
in tale the following. Questionnaire programmed on computer system,
interviewers are trained and survey is then presented.
Script revision if necessary based on pre -test with Yorkville staff so they
know the questions to be asked. This way they can get a feel of the flow of the
questionnaire. Secondly they would do a pre -test with 7 -10 households. This.
Lynn explains, is so we can get a feel for the length and to find out if people
understand the questions. Lynn notes that they don't want to be biases and if
there is a question a person does not participate in then the system is set up to
skip to more relative questions. There is a skip method to the questions.
After the pre -test they are ready to launch the survey. However they would
like to pre- notify the residents of the call by sending out a letter with the
Yorkville Park and Recreation letterhead and stationary. The letter would
notify them and 800# would be provided so they could call if they had
questions. Lynn says they obtain their phone numbers from a company in
Pennsylvania who looks at the geography of Yorkville and is able to tell them
what the exchanges are for Yorkville. They will supply us with listed numbers
and unlisted numbers. That way they can contact people who just moved into
the area.
Next Lynn goes over their survey Protocols for phone.
1. First calling times are between 9 AM — 9 PM.
2. Caller ID will say Northern Illinois University
3. They will ask for most knowledgeable adult in the house
4. Will verify that respondent lives with target area
5. Participation is voluntary and confidentional
6. Telephone calling with one month
7. Eight attempts per number
8. Call back appointments set for respondent convenience
9. Attempts are staggered by day of week and time of day
10. "DO not call" list/refusal conversion
Lynn states the advantages of phone surveys are:
1. Starting database of households to be as inclusive as possible
2. More coverage via phone in a growing area
3. More efficient pretest capabilities
4. Limit non - response error
5. Willingness to speak on the phone
6. More control over respondent selection
Alderman Arden Plocher states if we send a pre - notification letter why not
just conduct a mail survey. Alderman Plocher feels that a 50% response rate is
good.
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Alderwoman Rose Spears asks if what the response time would be to run a
complete mail survey. Lynn states that it would probably run a three month
time period as opposed to the phone survey taking one month and the reason
for that is because it would be a three tiered mailer. They would send out the
questionnaire and those who did not respond they would send out three weeks
later and then a third time they would try to get them to respond. Alderwoman
Spears wants to know the cost difference and Lynn states that the phone
survey will cost a slight bit more however you get a better response.
Alderwoman Spears has a problem with some of the protocol. Ms. Spears
wants to know why would you call back if someone hangs up and Lynn
explains they must get an adamant "do not call back" type of response. Ms.
Spears also doesn't like the hours. She feels that calling at 9 PM is calling too
late. Lynn says that can be looked at however ending calls at 8 PM would be
leaving a small window in the evening to reach people.
Alderman Jason Leslie requests using an auto dialer instead of having a pre-
notification letter being sent to residents. He states that the auto dialer is a pre-
recorded message to inform residents of the survey. Alderman Leslie doesn't
think that by the time you reach a person after so many phone calls you are
going to get honest feedback from angry people? People want comfort and
convenience. They should get the survey by mail and have the option of
mailing it back or have the option to take it online somewhere and the auto
dialer would explain their options.
Alderman Joe Besco agrees with Leslie and believes that a mail survey would
be best because residents will be angry after eight calls. Lynn clarifies that the
majority of those phone calls no one will answer or they'll get an answering
machine where they do not leave messages. She makes it clear that if someone
says do not call back then they don't call them back. Lynn says they get a
better response rate in a phone survey because they have more control over
the survey.
Major Valerie Burd asks if there are any further questions. Council
unanimously agrees on not having a phone survey. A voice vote: Besco-no;
Munns -no; Spears -no; Leslie -no; Sutcliff -no; Plocher -no; Golinski -yes; and
Werderich -yes. Burd states based on six no's the consensus is a no. David
Mogal is asked to look into a mail survey.
Citv Council Requests:
1. COW 2007 -04 Discuss Governing Ordinance
Assistant City Administrator, Bart Olson summarizes the changing of the
committee structure. Mr. Olson states that the first week of the month we're
going to have two committee meetings simultaneously so agenda items will be
split up. Second week we're going to have COW and City Council meetings
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back to back to vote on agenda items. Third week will be the other two
committees that weren't held on the first week and the fourth week would then
be COW and Council. Mr. Olson thinks that we can manage the flow of
agenda items from meeting to meeting by using staff references from COW to
Council. Mr. Olson also wants to at least try it out.
In regards to the chairman of the committees Mr. Olson feels that we've
already established who the chairmen are. Mayor Valerie Burd states that they
already have vice chairman right now. Burd feels that if we're not taking
advantage of our committees then we are wasting our time sitting in those
committees and secondly we're totally dumping everything on COW. We
actually need these committees to function and to have them start sorting out
some of these items that aren't ready to come to COW to vote. Burd wants
with the staff interest we can stream line this to move things along because we
can't keep having such long meetings.
Alderwoman Rose Spears already sees that having two meeting being held
simultaneously will be difficult. She would like to see them staggered.
Mayor Burd would like to move forward with this and see what happens. She
states that the chairman will make reports of what their findings are so that we
don't have alderman asking the same questions we're asking the committee.
She asks to vote on the amending the governing ordinance next time.
Mayor
1. COW 2007 -04 Kendall Country Paratransit Letter of Commitment
Mayor Valerie Burd explains that this is a very good idea and she has spoken
to a lot of residents who have had complains about not getting around because
they don't have cars. She feels there is no way to get anywhere because there
is no cab service. Burd feels the cost of this is so minimal and the benefits are
large and she feels that we should all embrace as a fantastic opportunity for
us. Bart Olson explains that most of this has been funded by federal grant
dollars. Our share of the local matching funds will be a request of
$13,000 /year.
Alderman Marry Munns' brings up the fact that anyone can use this service
and wants to know how safe it is and would also like to know whose driving.
Bart Olson says that the company in charge of this specializes in the
transportation business and they are DeKalb drivers. Alderman Spears
believes it will be a truly beneficial for the residents.
Mayor Valerie Burd asks the council and they put this onto consent.
2. COW 2007 -07 An Ordinance Providing for Abatement of Taxes Levied
Pursuant to Ordinance Number 2007 -41
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Peter Raphael with William Laird Company states he's been doing the
underwriting for the Kendal Marketplace. He is here to tie up the last loose
ends of the last three of the bond issues. For the new Council members he
explains that they issued a business descript bond which is a bond is secured
by 1 /2 of I% sales tax self imposed on the Kendal Marketplace. Followed up
by a sales issued sales tax bond that is an additional of 1 /2 of I% of the local
share to secure a second bond. The third bond is a special service areas bond
which is used to provide some of the public infrastructure on this sight. Mr.
Raphael explained that first they'd take the sales tax dollars and business tax
dollars and use those first to pay for the sales tax bond and business tax bond.
With monies left over they would use that to abate the special service area.
Raphael explains that tonight they would like to formalize and finalize the
abatement process on the ordinance. The ordinance talks about how to use the
excess cash flow and how to use every last dollar. Mr. Raphael wants to
discuss any concerns or questions that way he can bring it back with an
adoption to this ordinance.
Mike Roth, City Attorney, states that what Mr. Raphael says is true. The
ordinance was designed to abate the retail taxes. Mayor Valerie Burd says
they will move forward with this. It is put on consent agenda.
3. Sugar Grove Boundary Discussion
Mayor Valerie Burd states that this is so far into play it is now out of our
hands. We are just waiting for the judge's decision. City Attorney, Mike Roth
said that everything has been done except for oral arguments and the court
may not even allow for that. So as far as any activities from either of the
parties are concerned either we'll hear a ruling by the court or they'll call the
attorneys in for an oral argument. There is no real time frame and it could sit
for nine months.
Citv Clerk:
1. COW 2007 -08 Prevailing Wage Ordinance
Mayor Valerie Burd says the city clerk isn't here however Bart Olson speaks
on her behalf and states that this is a routine item that they have to review
every year. Mayor Burd asks if there are any questions and none raised so
onto consent it goes.
Executive Session:
Mayor Valerie Burd addresses that we are going into the executive session and we
want to discuss a potential litigation. Alderman Jason Leslie reads that the
executive session as follows is a litigation, when an action against, affecting or on
behalf of the particular public body has been filed and is pending before a court or
administrative tribunal, or when the public body finds that an action is probable or
imminent, in which case the basis for the finding shall be recorded and entered
into the minutes of the close meeting.
Mayor Burd asks for motion seconded by Leslie.
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Role call by Alderman Spears: Besco -I; Bart -I; Leslie -I; Sutcliff -I; Munns -yes;
Spears -I; Plocher -I; Wally -I and Golinski -I
Mayor Burd adjourns Council into Executive Session at 11:23 PM.
Minutes respectfully taken by: Jamie Cheatham
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